AGM Notice — November 5, 2016

Please accept this as the official notification for the Annual General Meeting (AGM) of members of the Ottawa Indians Rugby Football Club – Fiscal Year 2016.

The AGM is the means by which the executive report, to the membership, on the performance for each program, and the club as a whole, for the 2016 season. It is also the venue to provide details of the financial results for the year and approve the next budget for 2017. Additionally, there is discussion on topics and program delivery for 2017 and beyond. This is also the membership’s opportunity to express concerns, ideas and feedback for the next executive to contemplate going forward. So, please consider taking part and having your input heard for the future of your club and its operations by attending the AGM.

Details:

Date: Saturday, November 5, 2016

Time: 10:00 am to 12:00 pm

Location: Twin Elm Rugby Park – Richmond, Ontario

Executive Positions becoming vacant and up for election:

VP Men – 2 year term

VP Women – 2 year term

Social – 1 year term

*Anyone wishing to run for any of these positions is to send their contact information and the intended position they wish to fill to the club administrative officer – Dom Coulson at dom.coulson@gmail.com, and must be present at the AGM or have someone indicate and confirm their interest in the fulfilling the position at the AGM (if not available) to be voted in by the membership.

Documents to be sent to the members before the AGM (most likely the week of Nov 5th):

Current Club Constitution

AGM Agenda

All reports

Financial Statements 2016

Budget 2017 for voting and ratification by the membership

For those that can’t make the AGM but still want their voice to be heard please complete the attached Proxy Form 2016 and send to the club Administrative Officer Dom Coulson at dom.coulson@gmail.com. The Proxy Form allows members in good standing to nominate another member – also in good standing, who will be physically attending the AGM, to vote on their behalf.

*For junior players and minis, one of the parents/guardians of the child will be permitted to carry the vote of the playing member who is a minor (not 18 yet) – 1 vote per player. If a family has two children in the family each parent can represent one of the children – as per OIRFC AGM 2012.